STARS UNDER CANVAS LUXURY BELL TENT HIRE
TERMS & CONDITIONS OF HIRE
1. GENERAL
All arrangements are made subject to the following conditions and the signature of the person on the booking form confirms that he or she accepts and agrees to be bound by these conditions.
2. CONTRACT
The contract shall be between the Main Hirer and the Company, STARS UNDER CANVAS.
3. INITIAL PAYMENT
Bookings will be confirmed on receipt by Stars Under Canvas of the non-refundable initial payment of 30% of the hire price (as detailed on the Booking Form) together with the signed and returned Booking Form, and a signed and dated copy of these Terms & Conditions (hereafter T&Cs). Once received, your booking will be confirmed by email.
4. BALANCE PAYMENT
The outstanding balance is payable to Stars Under Canvas six weeks before the hire date for group tent hires, or two weeks before the hire date for single tent hire. In default of the receipt of the balance, Stars Under Canvas reserves the right to cancel the booking and levy the cancellation charges as detailed in Condition 5. No refunds will be issued once full payment has been made.
5. CANCELLATION FEES
Any deposit/initial payment agreed is non-refundable in the event of a cancellation but IS deductible from your hire fees upon paying the full balance.
6. ALTERATIONS
Stars Under Canvas will endeavour to act upon a client’s request for subsequent changes in the booking, but reserves the right to charge an administration fee per alteration and to charge the client for any additional direct costs included.
7. ALTERATIONS & CANCELLATIONS BY THE OWNER
Though it is unlikely that any changes will have to be made to confirmation arrangements, it can happen and you will be advised at the earliest possible date. If for any reason beyond Stars Under Canvas’ control they are unable to provide you with the equipment you have booked, Stars Under Canvas reserves the right to cancel the booking and refund the amount paid.
8. AMENITIES
The use of accommodation and amenities on campsites or wedding venues when hiring equipment from Stars Under Canvas, such as the pool, barbecues, cycle hire etc. is entirely at the user’s risk and no responsibility can be accepted for injury, loss or damage to users or visitors and/or belongings.
9. PERSONAL BELONGINGS
Baggage and personal belongings are at the clients risk at all times.
10. MOTOR VEHICLES
No responsibility can be accepted for loss or damage to any vehicle or its belongings.
11. REMOVAL OF RUBBISH & LEFT ITEMS
We do not remove rubbish and unwanted belongings from the site. Please ensure you have made your own arrangements for the removal of rubbish from your site. In the instance that rubbish is left for Stars Under Canvas to remove, a £75 charge will apply for its removal. If the amount left is deemed unmanageable for us given the amount of equipment we transport in our vehicles, then Stars Under Canvas will not remove it at all.
12. HIRER’S RESPONSIBILITY
Stars Under Canvas will not be liable for any accident, damage, loss, expense or inconvenience whether to person or property which the Main Hirer or any of his or her party may suffer arising out of or in connection with the hire or resulting from any other cause whatsoever. The Main Hirer is strongly advised to take out their own insurance to cover this eventuality.
13. EQUIPMENT
The tents and all other equipment provided as part of this hire are provided entirely at the user’s risk. While every precaution is taken to ensure the safety of the Main Hirer and their guests, Stars Under Canvas cannot be held responsible for personal injury, loss or damage to users’ or visitors’ belongings whilst on site.
14. PROVISION OF BEDDING & BEDS
Beds will be checked prior to the hire and will only be provided if they are in full working order. In the event that an airbed goes down or camp bed collapses during a hire, Stars Under Canvas can accept no responsibility.
15. LOSS, DAMAGE TO OR THEFT OF EQUIPMENT HIRED
A refundable damage deposit of £50 per tent will be due upon payment of the full balance, and should be paid as one lump sum by the Main Hirer. This will be fully refunded to the Main Hirer within 14 days of the return of all equipment hired, provided nothing is missing or damaged.
In the instance of a multiple tent hire contract, the £50 per tent generates a total sum which covers all tents. If the cost of damage or lost goods exceeds £50 for a single tent, the rest of the sum owed can be deducted from the remaining balance of the damage deposit. Please also note that guests will be required to remove outdoor footwear when entering our tents. We do not allow smoking, cooking, candles or pets in our tents, and there is a charge of £100 per tent if evidence of smoking, cooking ,candles or pets are found, including a smell. If we believe there is a smell of cigarette smoke, other candles or cooking in a tent, you as the Main Hirer agree to accept our opinion as final. If drinks are spilled in a tent, please ensure they are cleaned and we are notified of the spillage. A fee of £50 will be charged if drinks are left spilt on the floors. In instances where a drink has been spilt on the canvas and we have not been informed, the full deposit will be lost as this leads to mouldy tents and means the tents have to be written off.
All equipment will be checked before it is hired out, and any small issues such as marks already present prior to your hire will be noted for you in writing and confirmed by email. You will not be charged for anything that was already present. In order for the full damage deposit to be refunded, everything must be returned in the state in which it was loaned to you. You will be charged for lost or damaged items. Charges are based on the costs to clean, repair or replace items.
16. COMPLAINTS
In the unlikely event you need to complain please contact the owner of the Stars Under Canvas directly. This will provide the opportunity of settling grievances during or immediately after your hire. Stars Under Canvas cannot accept complaints made after the client has returned home or after a wedding or event, if they have not been given the opportunity to put right matters during or immediately after your hire. Clients who abandon a hire without first informing Stars Under Canvas lose all rights to compensation and may also lose the damage deposit.
17. IDENTITY
Please be aware that proof of identification and address of the Main Hirer will be required prior to the hire, including a utility bill and document with photo identification (driving license, passport). Any theft of items hired or damage of a purposeful nature will be reported to the police.
18. VACATING THE TENTS
The booking form states the time at which all tents must be vacated and equipment returned. In instances where these have not been vacated by the agreed time, a charge of £100 may be applied.
19. HIRER’S OBLIGATION
During the period of the hire, the tents and all associated equipment are the responsibility of the Main Hirer. Please ensure that tents are not left on an unattended site overnight.
20. GDPR
GDPR gives you a number of rights around your data, including the right to see the data we hold, and – subject to some limits – the right to ask for data to be deleted. Unless otherwise agreed with you, we will hold your data for up to two years after your event, unless we are required to hold this data for longer for legal or auditing purposes. We will use processes, systems and good practice to protect your data from hackers and others. We will never sell your personal data. We use ‘cookies’ on our website to see how people use the site and to keep a record of whether you are happy to accept cookies. Although it is possible to link analytical data with individual ISPs we do not do so in practice.
We do not share data with any partner organisations and you will not receive marketing emails from us after your event. We may wish to contact you after your event to discuss your event photos or request a reference or feedback. By signing this contract, you are agreeing to allow us to contact you for these purposes. If you have any comments, questions or concerns about this policy or how we store, process and use data please contact us.
21. CIRCUMSTANCES BEYOND THE COMPANY’S CONTROL
In the event that conditions beyond Stars Under Canvas’ control occur on the date of your hire, such as ground conditions, extreme weather (storms, high winds, torrential rain), the Main Hirer accepts that these tents are designed for normal conditions and are not suited for extreme weather. Stars Under Canvas will endeavour to make contact with you about any concerns regarding weather or other issues beyond our control at the earliest opportunity and will work with you to agree a resolution, and take any further action to try to ensure the tents remain secure and dry. The Main Hirer accepts that in extreme conditions, there may be challenges. In the event that conditions are deemed too dangerous for either staff or guests, it may be necessary to cancel the hire. If this is agreed with the Main Hirer prior to the event and no costs have been incurred by Stars Under Canvas, a full refund will be provided. In the event that this has to happen during the event, a refund will not be offered. Stars Under Canvas must put the safety of clients, guests and staff first and the company’s decision regarding the safety of erecting tents and allowing guests to stay in them is final.